Law Office Administrator

Sarah E. Wilson Law Firm, PLC; Ankeny (IA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

PTO 15 days/year

Paid holidays

Health insurance stipend $200/month

Job summary

Sarah E. Wilson Law Firm, PLC seeks a detail-oriented Law Office Administrator to handle day-to-day operations on-site at our Ankeny, IA office. The role includes answering calls, mail handling, document preparation, and court-hearing support, with typical hours Monday–Friday, 9:00am–4:00pm.

The position requires strong organizational and communication skills, discretion with confidential information, and proficiency in Zoom, MS Office, and Acrobat. A valid driver’s license is required.

Qualifications

• 5+ years of experience with office administration or client/customer-facing roles.
• Ability to maintain confidentiality and exercise discretion in dealing with sensitive information.
• Strong organizational skills, detail-oriented, and ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency in Zoom, Microsoft Office, and Adobe Acrobat.
• A valid driver’s license with a clean driving record.

Responsibilities

• Office Administration: Be the friendly voice on the phone, handle mail, scan documents, prepare the office for client meetings; assist attorney in preparing for court hearings, obtain certified document copies from the court and government offices, and complete errands.
• Scheduling Coordination: Schedule appointments, court dates, and meetings, ensuring efficient scheduling and clear communication.
• Client Intake Coordination: Manage the client intake process from initial inquiry to onboarding a new case, assist in preparation and review of intake documents.
• Adaptable Team Role: Tackle various duties and projects to support the firm’s operations and client outcomes.

Skills

Confidentiality

Organization

Time management

Communication

Proofreading

Driver's license

Tools

Zoom

Microsoft Office

Adobe Acrobat

Job description

ABOUT US

Sarah E. Wilson Law Firm, PLC is a dedicated family building law firm, led by a solo practice attorney, committed to providing compassionate, client focused, and collaborative legal services to families and individuals navigating the complexities of adoption and fertility law. The firm guides families through the legal steps of family building journeys, such as adoption, surrogacy, and Assisted Reproductive Technology (ART).

POSITION OVERVIEW

The firm is seeking a motivated and detail-oriented Law Office Administrator to support the attorney in carrying out the day-to-day operations of the firm. This role involves a broad range of administrative tasks, providing an opportunity to contribute significantly to our mission of helping clients achieve the legal steps of their family building goals. The Law Office Administrator will be based on-site at the office located in Ankeny.

Hours:

Monday through Friday, 9:00am - 4:00pm

KEY DUTIES AND RESPONSIBILITIES

• Office Administration: Be the friendly voice on the phone, handle the mail, scan documents, prepare the office for client meetings; assist attorney in preparing for court hearings, obtain certified document copies from the court and government offices, and complete other errands.
• Scheduling Coordination: Keep our office running smoothly by scheduling appointments, court dates, and meetings, ensuring efficient scheduling and clear communication.
• Client Intake Coordination: Be responsible for the client intake process from first inquiry to onboarding a new case. Provide essential support by assisting in preparation and review of intake correspondence and documents. Attention to detail will be crucial in these tasks.
• Adaptable Team Role: Be prepared to tackle a variety of duties and projects that come your way, all of which contribute to the smooth operation of our firm and successful outcomes for our clients.

In this role, your efforts will have a direct impact on our ability to deliver compassionate and client-centered legal services to each client we have the privilege to represent.

REQUIRED QUALIFICATIONS AND SKILLS

• 5+ years of experience with office administration or client/customer-facing roles.
• Ability to maintain confidentiality and exercise discretion in dealing with sensitive information.
• Strong organizational skills, detail-oriented, and ability to manage multiple priorities simultaneously.
• Efficient time management skills with ability to complete assignments within timeframes as assigned and meet required deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Zoom, Microsoft Office, and Adobe Acrobat.
• Proficiency in proofreading and editing documents, ensuring accuracy and overall grammar and punctuation.
• A valid driver’s license with a clean driving record.

PREFERRED QUALIFICATIONS AND SKILLS

• Familiarity with adoption and/or assisted reproductive technology.
• Law Firm experience.
• Experience working in Mac OS.
• Notary Public.

WORK ENVIRONMENT & PHYSICAL DEMANDS

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Driving to run errands (use of own vehicle and maintain own auto insurance).

WHAT WE OFFER

• A supportive work environment where your contributions directly impact our clients’ journeys to build their families.
• 15 days of PTO per year.
• Paid holidays, subject to the firm’s holiday schedule.
• A $200.00 per month stipend for health insurance benefits.